When you're running an agency, you need to know more than whether a job is on time. You need to know whether it's still within budget, what you can invoice and how much money you're likely to make from it.
Runnit's new Finance features bring that information into the same place as your briefs, projects and team schedules. You can price a job, track its costs, send the invoice and review the result without rebuilding the story in a spreadsheet.
Here's how it helps with the money side of agency life.
Quote from the brief
Ru can turn a brief into a plan and price the tasks from your rate card. You can see where the numbers came from, adjust the estimate and review it before it goes to the client. That gives you a starting point based on the work you're proposing to do.
Clients can review and accept a quote online without a Runnit login. Once it's accepted, you can turn it into the budget for the job, so your team works from the price and scope the client agreed to.
Keep budgets in view
Tasks connect to budget lines, so approved time and recorded costs count against the right part of the job. You can see what you've sold, what's been used and what you've committed to spend before every supplier bill has arrived.
That makes it easier to catch a job that's using its budget too quickly. If the client asks for more work, a change order records the extra scope and price for approval. You keep the original agreement and the changes together.
Supplier purchase orders and expenses sit alongside the team's time. A production job's margin can include the costs outside your agency as well as the people doing the work inside it.
Manage recurring client work
Retainers create a budget for each period with the agreed fee already included. You choose how unused hours roll over or expire, and usage beyond the allowance is reported separately.
Your account team can see how much of the retainer has been used and have a clearer conversation with the client about additional work. You don't have to reconstruct last month's hours to work out where this month starts.
Bill approved work
The uninvoiced work queue shows approved work waiting to be billed. You can build an invoice from it, bill a milestone or a percentage of a budget, or combine several budgets for the same client on one invoice. That helps you keep track of work that's ready to bill and prepare invoices from the records you've already checked.
Receivables shows who owes you money and how overdue it is. Reminder sequences help with the chasing, while the client portal gives clients access to their invoices, credits and statements without needing a paid seat.
Understand agency profitability
Finance analytics helps you look beyond the total you've invoiced. Profitability reports bring together revenue, costs you pass on to clients, delivery costs and gross margin. You can review the figures by client, project or service type to see where your agency is making money and where the next quote may need a different price.
For agency owners and operations teams, a few measures are especially useful:
Agency gross income and margin. See what's left after costs you pass on to clients, then account for the cost of delivering the work. A large production budget won't disguise how much income the agency keeps.
Billable utilisation. Compare approved billable hours with available working hours. You can see how much of the team's available time is going into client work.
Effective billable rate. See recognised revenue per billable hour. It helps you assess what a fixed-fee job earned for the time your team put into it.
Work in progress and receivables. See revenue you've earned but haven't yet invoiced, alongside amounts clients still owe. You can decide what needs billing and what needs chasing.
You can save reports, export them to CSV or Excel, and schedule regular delivery. Your weekly review can start with the figures instead of the work of assembling them.
Look ahead at cash
Runnit's forecast shows work you've already sold, potential work weighted by the likelihood of winning it, and expected cash movements. The weekly cash view covers the next 13 weeks, with money coming in, money going out and the running cash position.
Where a client has payment history, the forecast uses it to estimate when they're likely to pay. You get a more useful basis for planning supplier payments and upcoming commitments than invoice due dates alone.
You can also review each active budget's estimated cost at completion and forecast margin. If there isn't enough information to estimate the remaining cost, Runnit marks it as unknown, so you know which jobs need a closer look.
Ask Ru for help
Ru can find finance records, explain a figure and help prepare quotes or invoices. You can ask which budgets are close to their limit, or ask it to draft an invoice for approved work on a particular job. That gives you a way to work with the numbers without learning every screen first.
Ru follows your permissions and approval rules. Your account managers can see client prices without seeing internal costs, and access to profit figures stays with the people you've chosen.
Try Finance on a job
Finance is included with Pro and Enterprise seats. You only need those seats for the people managing the money; the rest of the team can log time on their existing seats.
Card payments, Xero and QuickBooks sync, and Peppol e-invoicing are being switched on for customers individually while we complete live checks. They aren't self-serve yet. If you need one of those connections, talk to us about availability for your agency.
Start with a job you know well. Price it, review the budget, log some time and draft an invoice. Then look at what the reports tell you about the work. Explore Runnit Finance or book a demo and we'll walk you through it.